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Home My WebLink About2007/12/18 Item 2 CITY COUNCIL AGENDA STATEMENT ~!'f:. ellY OF '~CHUlA VISTA 12/18/07, Item~ ITEM TITLE: RESOLUTION ACCEPTING BIDS AND AWARDING CONTRACT FOR THE "TRAFFIC SIGNAL INSTALLATION AT THE INTERSECTION OF BRANDYWINE A VENUE AND SEQUOIA STREET (TF-335)" PROJECT TO HMS CONSTRUCTION, INCORPORATED IN THE AMOUNT OF $172,260 AND AUTHORlZING THE EXPENDITURE OF ALL AVAILABLE FUNDS IN THE PROJECT DIRECTOR OF ENG~~RING AND GENERAL SERVICES ~..:f CITY MANAGER ~~U ~ ASSISTANT CITY ~~AGER '5 J 4/5THS VOTE: YES D NO k8J SUBMITTED BY: REVIEWED BY: BACKGROUND On December 5, 2007, the City Engineer received four (4) sealed bids from electrical contractors for the "Traffic Signal Installation at the intersection of Brandywine A venue and Sequoia Street (TF-335)" project. The work proposed by this project upgrades the intersection control from an all-way stop to a six-phased fully actuated traffic signal system. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 categorical exemption pursuant to Section 15301 (Existing Facilities) of the State CEQA Guidelines. Thus, no further environmental review is necessary. RECOMMENDATION Council approve the resolution accepting bids and awarding the contract for the "Traffic Signal Installation at the intersection of Brandywine Avenue and Sequoia Street (TF-335)" project to HMS Construction, Incorporated in the amount of $172,260 and authorizing the expenditure of all available funds in the project. BOARDS/COMMISSION RECOMMENDATION Not applicable. 2-1 12/18/07, Item~ Page 2 of 3 DISCUSSION The installation of a traffic signal at the subject intersection was approved and budgeted in the Fiscal Year 2006-07 Capital hnprovements Program (CIP). This intersection ranked number six in the 2004 Intersection Evaluation List for Traffic Signal Warrants. The intersection satisfied the following warrants: 2-Interruption of Continuous Traffic, 7-System Warrants, 9-Four Hour Volume, and II-Peak Hour Volume. This intersection is located along Brandywine Avenue between two major arterials: Olympic Parkway to the north of Sequoia Street and Main Street to the south of Sequoia Street. The northwest side of this intersection is the Valle Lindo Park and southeast of the intersection is a strip mall. This segment also serves as a detour route to the Coors Amphitheater. The installation of a traffic signal at this location will improve traffic circulation by minimizing the interruptions of continuous traffic along Brandywine Avenue. The work in general includes, but is not limited to the following: installation of new traffic signal standards, mast arms, signal light emitting diode (LED) indications, pedestrian push button, loop/video detection system, conduits, luminaries, emergency vehicle preemption (EVPE), pull boxes, internally illuminated street name sign (IISNS), signs, meter pedestal, uninterruptible power supply (UPS), signal controller and cabinet, retaining walls, bus stop pad, and pedestrian ramp installation in order to meet current Americans with Disabilities Act (ADA) standards. Other work includes wiring, striping, sandblasting, resurfacing of pavement, protection, restoration removal, and disposal of existing conditions, traffic control and other miscellaneous work necessary to make the traffic signal system complete and operational. The Safety Commission has been informed of the scope of work for this project and the anticipated construction schedule. City staff advertised the project on November 7, 2007, and received four (4) bids on December 5,2007. The following table is a summary of the bids received: CONTRACTOR BID AMOUNT OPTIONAL ITEM 1. HMS Construction, Inc. - San Marcos, CA $172,260.00 $1,075.00 2. Select Electric, Inc. - Spring Valley, CA $179,845.00 $1,200.00 3. Lekos Electric, Inc. - El Cajon, CA $195,820.00 $1,675.00 4. T & M Electric, Inc.- Santee, CA $211,585.00 $3,050.00 The low bid submitted by HMS Construction, Incorporated of San Marcos, CA is below the Engineer's estimate of $186,020 by $13,760 (7.39% below the Engineer's estimate). HMS Construction, Incorporated has installed traffic signal projects in the City with satisfactory performance. Tonight's resolution also authorizes the expenditure of the available contingencies for the project. According to City Council Policy No. 574-01, if a change order exceeds the cumulative contract change order aggregate amount allowable to be approved by the Director of Public Works Operations, City Council approval is required. However, approval of tonight's resolution will increase the Director of Public Works Operations' authority to approve change orders as necessary up to the total contingency amount and funds available in the project. According to 2-2 12/18/07, Item~ Page 3 of3 City Council Policy No. 574-01, if a change order exceeds the cumulative contract change order aggregate amount allowable to be approved by the Director of Public Works, City Council approval is required. That amount totals $17,226. However, approval of tonight's resolution will increase the Director of Public Works authority to approve change orders as necessary up to the contingency amount of $34,452, an increase of $17,226 and authorize staff to expend all available contingencies and increase the value of the contract as necessary due to unforeseen circumstances. Unforeseen circumstances (i.e. utility conflicts, increase of quantities, etc.) may cause an increase in quantities beyond what was anticipated during the preparation of the project specifications. Disclosure Statement Attachment I is a copy of Disclosure Statement for the lowest bidder, HMS Construction, Incorporated. DECISION MAKER CONFLICT Staff has reviewed the property holdings of the City Council Members and has found no property holdings within 500 feet of the boundaries of the property which is the subject of this action. FISCAL IMPACT There is no impact to the General Fund for construction. Construction will be entirely funded from Traffic Signal Fee funds. Upon completion of construction, normal annual signal energy and maintenance costs are estimated to be $4,500 for the intersection, which will be a General Fund obligation. FUNDS REQUIRED FOR CONSTRUCTION A. Contract Amount $172,260 B. Contingencies (20%) $34,452 C. Anticipated Staff Time Including: Construction Inspection $20,000 Design/Construction Management $45,000 Survey Work $10,000 Planning/Environmental/Traffic/Landscape/Public Works $2,000 TOTAL FUNDS ANTICIPATED FOR DESIGN AND CONSTRUCTION $283,712 FUNDS AVAILABLE FOR CONSTRUCTION A. Traffic Signal Fee Fund $283,712 TOTAL FUNDS AVAILABLE FOR CONSTRUCTION $283,712 ATTACHMENTS 1. Contractor's Disclosure Statement Prepared by: Mari Malong, Associate Engineer, Engineering and General Services Dept. M:\General Services\GS Administration\Council Agenda\TF-335 Brandywine and Sequoia\TF335 award agenda rev 120607.doc 2-3 ATTACHMENT I CITY OF CHULA VISTA DISCLOSURE STATEMENT Pursuant to Council Policy 101-01, prior to any action upon matters that will require discretionary action by the Council, Planning Commission and all other official bodies of the City, a statement of disclosure of certain ownership or financial interests, payments, or campaign contributions for a City of Chula Vista election must be filed. The following information must be disclosed: 1. List the names of all persons having a fmancial interest in the property that is the subject of the application or the contract, e.g., owner, applicant, contractor, subcontractor, material supplier. f (?l/f I 2. If any person' identified pursuant to (1) above is a corporation or partnership, list the names of all individuals with a $2000 investment in the business (corporation/partnership) entity. , (lIt} / 3. If any person' identified pursuant to (1) above is a non-profit organization or trust, list the names of any person serving as director of the non-profit organization or as trustee or beneficiary or trustor of the trust. I ft IPt I 4. Please identif'y every person, including any agents, employees, consultants, or independent contractors you have assigned to represent you before the City in this matter. I (/Ifr . / 5. Has any person' associated with this contract had any financial dealings with an official" ofth/ City ofChula Vista as it relates to this contract within the past 12 months? Yes_ No~ 15 \ICitywide2000\homelEngineerITRAFFIClACAD DwgslSTANDARD DWGS (ACAD)IClP PROJECTSITF-335\SpecsITF- 335Specs.doc 2-4 If Yes, briefly descnoe the nature of the financial interest the official" may have in this contract I n/ff / 6. Have you made a contribution of more than $25~ithin the past twelve (12) months to a current member of the Chula Vista City Council? No .t"Y;s _ If yes, which Council member? 7. Have you provided more than $340 (or an item of equivalent value) to an official" of the City ofChula Vista in the past twelve (12) months? (Thisif(cludes being a source of income, money to retire a legal debt, gift, loan, etc.) Yes _ No ~ If Yes, which official" and what was the nature of item provided? Date: /cfl. - Lf~01- ~~~ Signature of Contractorl Applicant HMS CONSTRUCTION, INC. , Pj,int or type name of Contractorl Applicant ;t'o~ ~1-JlJ1O~~ V. p, Person is defined as: any individual, firm, co-partnership, joint venture, association, social club, fraternal organization, corporation, estate, trust, receiver, syndicate, any other county, city, municipality, district, or other political subdivision, -or any other group or combination acting as a unit. .. Official includes, but is not limited to: Mayor, Council member, Planning Commissioner, Member of a board, commission, or committee of the City, employee, or staff members. 16 I\Citywide2000\homelEngineerITRAFFIClACAD DwgslSTANDARD DWGS (ACAD)ICIP PROJECTS\TF-335\Specs\TF- 335Specs.doc 2-5 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE "TRAFFIC SIGNAL INSTALLATION AT THE INTERSERCTION OF BRANDYWINE AVENUE AND SEQUOIA STREET (TF-335)" PROJECT TO HMS CONSTRUCTION, INCORPORATED IN THE AMOUNT OF $172,260.00 AND AUTHORIZING THE EXPENDITURE OF ALL AVAILABLE FUNDS IN THE PROJECT WHEREAS, on December 5, 2007, the City Engineer received four (4) sealed bids from electrical contractors for the "Traffic Signal Installation at the intersection of Brandywine Avenue and Sequoia Street (TF-335)" project; and WHEREAS, the Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and has determined that the project qualifies for a Class 1 categorical exemption pursuant to Section 15301 (Existing Facility) ofthe State CEQA Guideline. Thus, no further environmental review is necessary; and WHEREAS, the City received bids from four (4) contractors as follows: CONTRACTOR Bid Amount Optional Item 1. HMS Construction, Inc. - San Marcos, CA $172,260.00 $1,075.00 2. Select Electric, Inc. - Spring Valley, CA $179,845.00 $1,200.00 3. Lekos Electric, Inc. - El Cajon, CA $195,820.00 $1,675.00 4. T & M Electric, Inc.- Santee, CA $211,585.00 $3,050.00 WHEREAS, the low bid submitted by HMS Construction, Incorporated of San Marcos, CA is below the Engineer's estimate of$186,020.00 by $13,760.00 (7.39% below the Engineer's estimate). HMS Construction, Incorporated has installed traffic signal projects in the City with satisfactory performance; and WHEREAS, the total cost of the design and construction of this project is estimated at $283,712.00, which includes a $34,452.00 contingency and approximately $77,000 in staff time; and WHEREAS, the source of funding for this project is from Traffic Signal Fees; and WHEREAS, staff requests that City Council waive the limitations related to change orders identified in City Council Policy 574-01 to permit the Director of Public Works to approve change orders as necessary up to the contract contingency amount. K:\ENGINEER\RBSOS\Resos2007\12-IB-07\TF335Reso for Awardrev_doc 2 - 6 Resolution No. 2007- Page 2 NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby accept bids and award the contract for the "Traffic Signal Installation at the intersection of Brandywine Avenue and Sequoia Street (TF-335)" project to HMS Construction, Incorporated in the amount of $172,260.00 and authorizing the expenditure of all available funds in the project; and BE IT FURTHER RESOLVED that the City Council of the City OfChula Vista does hereby waive the requirements of City Council Policy 574-01 to permit the Director of Public Works to approve change orders as necessary up to the contract contingency amount. Presented by Approved as to form by Jack Griffin Director of Engineering and General Services H:\ENGINEER\RESOS\Re!lOs1007\12-IS.07\TF33SReso for Award.doc 2 - 7